Contract notice
Section I: Contracting
authority
I.1) Name and addresses
The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
UK
Contact person: Victoria Shanley
E-mail: Victoria.Shanley@edinburgh.gov.uk
NUTS: UKM75
Internet address(es)
Main address: http://www.edinburgh.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publiccontractsscotland.gov.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publiccontractsscotland.gov.uk/
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://www.publiccontractsscotland.gov.uk/
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Framework Agreement for Communal Stair Cleaning
Reference number: CT1363
II.1.2) Main CPV code
90910000
II.1.3) Type of contract
Services
II.1.4) Short description
The City of Edinburgh Council (the Council) intends to establish a Framework Agreement for cleaning services within Edinburgh housing blocks. This Framework Agreement will provide comprehensive cleaning services across approximately 2,877 housing blocks and offer emergency and bespoke cleaning for larger blocks.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
90900000
90910000
90911200
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
Edinburgh, City of
II.2.4) Description of the procurement
The City of Edinburgh Council intends to establish a Framework Agreement for cleaning services within Edinburgh housing blocks. This Framework Agreement will provide comprehensive cleaning services across approximately 2,877 housing blocks and offer emergency and bespoke cleaning for larger blocks. Services under this Framework Agreement will include regular maintenance cleans—such as sweeping, mopping, and dusting—on a daily, weekly, or bi-weekly basis, along with specialised tasks such as deep cleaning, hazard cleaning, sanitisation/disinfection, emergency responses, post-construction cleaning, and event clean-up.
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical
/ Weighting: 40
Price
/ Weighting:
60
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend the Framework Agreement for a period of up to 24 months subject to satisfactory performance.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
List and brief description of selection criteria:
SPD Question 4B.1 – Tenderers are required to provide their “general” annual turnover for the last two financial years in response to this question.
SPD Question 4B.5 - Tenderers are required to confirm that they hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the specified types and levels of insurance.
SPD Question 4B.6 - Tenderers are required to provide their Current ratio for Current Year and the Prior Year. The formula for calculating a Tenderer’s current ratio is current assets divided by current liabilities.
Minimum level(s) of standards required:
SPD Question 4B.1 – Tenderers are required to have a minimum “general” annual turnover of GBP 1,937,000 for the last two financial years. Where a Tenderer does not have an annual turnover of this value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer’s suitability to proceed in the competition.
SPD Question 4B.5 - Tenderers are required to hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the following types and levels of insurance:
a. Employers (Compulsory) Liability Insurance – GBP 5,000,000
b. Public Liability Insurance – GBP 5,000,000
Where a Tenderer does not hold or commit to obtaining the types and levels of insurance indicated, the Council will exclude the Tenderer from the competition.
SPD Question 4B.6 - The acceptable range for each financial ratio is greater than 1.20. Where a Tenderer’s current ratio is less than the acceptable value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer’s suitability to proceed in the competition.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
SPD Question 4C.4(a) - Payment of the real Living Wage - Tenderers are required to confirm that they will pay any staff that are directly involved in the delivery of the Framework Agreement (including any agency or sub-contractor staff), at least the real Living Wage.
SPD Question 4C.4(b) - Inclusion of Prompt Payment Clause - Tenderers are required to confirm that they will include the standard clause in all contracts used in the delivery of the Framework Agreement, ensuring payment of sub-contractors at all stages of the supply chain within 30 days and include a point of contact for sub-contractors to refer to in the case of payment difficulties.
SPD Question 4C.7(a) - Response to Climate Change Emergency - Tenderers are required to provide evidence that their organisation is taking steps to build their awareness of the climate change emergency and provide details of how they have/will respond (to the climate change emergency).
SPD Question 4C.7(b) – Compliance with LEZ - Tenderers are required to confirm that they (and any sub-contractor) will comply with the minimum emissions standards for Edinburgh’s Low Emission Zone (and any other such related scheme, including those in Partner Organisation’s locations) when delivering the specified services.
SPD Question 4D.1 – Quality Assurance Schemes & Environmental Management - It is a mandatory requirement that Tendering Organisations with more than 5 employees have in place a Health & Safety Policy which is approved at a senior level within the Organisation and is reviewed regularly.
SPD Question 4D.1 - Disclosure - Relevant staff who deliver regulated services to vulnerable adults or children and young people must have PVG clearance. Please refer to https://www.mygov.scot/disclosure-types/ for guidance.
Minimum level(s) of standards required:
SPD Question 4C.4(a) - Payment of the real Living Wage - Where a Tenderer does not commit to pay any staff that at least the real Living Wage, the Council may exclude the Tenderer from the competition.
SPD Question 4C.4(b) - Inclusion of Prompt Payment Clause - Where a Tenderer does not commit to the inclusion of a prompt payment clause, the Council may exclude the Tenderer from the competition.
SPD Question 4C.7(a) - Response to Climate Change Emergency - Where a Tenderer fails to demonstrate that it is taking steps to build awareness of the climate change emergency and reduce emissions, to the Council’s satisfaction, the Council may exclude the Tenderer from the competition.
SPD Question 4C.7(b) – Compliance with LEZ - Where a Tenderer does not commit to complying with this requirement, the Council may exclude the Tenderer from the competition.
SPD Question 4D.1 – Quality Assurance Schemes & Environmental Management - Bidders should confirm that this condition has been met within the response to this question. Where a Bidder does not have a Health & Safety Policy and is required to do so, the Council may exclude the Bidder from the competition
SPD Question 4D.1 - Disclosure - Where the Tenderer does not commit to obtaining Disclosure Checks for all relevant staff, the Council will exclude the Tenderer from the competition. Please indicate your organisations’ intention to commit to this requirement.
III.2) Conditions related to the contract
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with several operators.
Envisaged maximum number of participants to the framework agreement: 3
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
18/07/2024
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until:
15/11/2024
IV.2.7) Conditions for opening of tenders
Date:
18/07/2024
Local time: 13:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
48 months
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
It is a mandatory requirement of this Framework Agreement that a prompt payment clause is present in all Contracts used in the delivery of the requirements. This ensures payment of sub-contractors at all stages of the supply chain within 30 days and includes an obligation to provide a point of contact for sub-contractors to refer to in the case of payment difficulties. This will require active monitoring of payment performance as well as the provision of evidence and reports to the Council on request or as contractually scheduled.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=767683.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
The Service Provider is encouraged to secure positive outcomes that will benefit the community in which they operate. The Service Provider must
assist the Council in the delivery of community benefits. The Council reserves the right to introduce monitoring of the delivery of
community benefits during the Framework Agreement term.
(SC Ref:767683)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=767683
VI.4) Procedures for review
VI.4.1) Review body
Sheriff Court
Sheriff Court House, 27 Chambers Street
Edinburgh
EH1 1LB
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
An economic operator that suffers or risks suffering loss or damage attributable to a breach of duty under Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Session. A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the Find a Tender Service or within 30 days of the date those who expressed an interest in or otherwise bid for the contract were informed of the conclusion of the contract or in any other case within 6 months from the date on which the contract was entered into.
VI.5) Date of dispatch of this notice
05/06/2024